Migrate your ProofHub data
All-in-one flat-rate project management tool with built-in proofing and unlimited users. Best for mid-sized teams that want centralized collaboration without per-seat licensing.
In its favor
Why people choose ProofHub
The signal that keeps ProofHub on the shortlist. Sourced from G2, Capterra, and customer scoping calls.
Flat-rate unlimited-users pricing eliminates per-seat cost surprises as teams scale, making budget forecasting straightforward for growing organizations.
Built-in proofing and approval tools let creative teams review and sign off on designs without switching to a separate application.
Multiple project views—Gantt, Table, Board, and Calendar—give teams flexibility to work in their preferred format without plugin dependencies.
CSV import and export for tasks, plus native import bridges from Asana and Basecamp, reduce manual re-entry during initial setup or tool transitions.
Centralized discussions, chat, notes, and file sharing mean communication does not scatter across email threads and external messaging apps.
File management is difficult to sort and clean, with reviewers noting that large document libraries become disorganized over time.
The Essential plan caps projects at 40, pushing growing teams toward the Ultimate Control tier or an alternative platform sooner than expected.
Some users report the interface lacks full intuitiveness, requiring a non-trivial learning investment before the team reaches productivity.
Lack of advanced automation compared to tools like ClickUp or Monday.com drives teams with heavy workflow automation requirements to switch.
Reasons to switch
Why people leave ProofHub
The recurring reasons buyers give for replacing ProofHub. Presented as facts, not knocks.
Platform scorecard
Strengths, weaknesses, and where ProofHub fits
Grades across six dimensions, plus a SWOT-style view of where the platform shines and where it falls short.
SWOT — strengths, weaknesses, and use-case fit
Strengths
Weaknesses
Where it works
Where it struggles
Pricing tiers
ProofHub pricing overview
ProofHub uses flat-rate pricing with unlimited users across all tiers—no per-seat billing regardless of team size. The main plan differentiators are storage limits, project count caps, and feature gating around API access, white labeling, and priority support.
Essential
Tier 1 of 3
$45/user/month (billed annually) or $50/month
What's included
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Book a free 30 minute consultationPricing is informational. FlitStack AI does not bill on ProofHub's schedule — see our quote-based pricing →
What gets migrated
ProofHub object support
Object-by-object support for ProofHub migrations. Per-pair details surface during scoping.
Projects
Fully supportedProjects are the top-level container in ProofHub. They hold Tasklists, Discussions, Files, and time entries. We migrate Projects with their metadata (name, description, start/end dates) 1:1. Sub-projects are supported as nested Project records.
Tasklists
Fully supportedTasklists are groupings of Tasks within a Project. We preserve the tasklist structure and ordering. Tasklists also drive Kanban board columns when the project uses Board view.
Tasks
Fully supportedTasks are the primary work unit. We migrate title, description, start date, due date, assignees, priority, status, and labels. Recurring task rules are preserved as custom fields in the destination.
Subtasks
Fully supportedSubtasks are nested under parent Tasks with their own title, assignees, and due dates. We preserve the parent-child hierarchy and maintain the relationship in the destination object model.
Milestones
Fully supportedMilestones are standalone date markers that can be linked to multiple Tasks. We migrate milestone name, due date, and associated task links. Destination platforms may require milestone recreation as date fields or dedicated milestone objects.
Gantt View
Mapping requiredGantt is a display/view layer generated from task start dates, due dates, and dependencies. We extract the dependency graph from task relationships and reconstruct a Gantt structure in the destination. Custom Gantt formatting (colors, swimlanes) does not transfer.
Kanban Boards
Mapping requiredKanban columns in ProofHub map to Tasklists and task stage values. We preserve the board layout by mapping columns to the destination's board column schema. Stage names may require manual mapping if the destination uses different terminology.
Discussions
Fully supportedDiscussions are threaded topic-based conversations attached to Projects or specific Tasks. We migrate discussion threads with author, timestamp, and body content. Nested replies are preserved as sub-threads.
Notes
Fully supportedNotes are standalone text blocks attached to Projects. We migrate note content, author, and creation date. Notes with formatting are converted to plain text or the destination's equivalent rich-text format.
Time Entries
Fully supportedTime tracking entries include logged hours, date, user, and associated task or project. We migrate time entry data including billable/non-billable flags where exposed in the export. Approval status is not preserved and requires re-approval in the destination.
Custom Fields
Mapping requiredCustom fields can be created in ProofHub for Tasks and Projects. We migrate custom field names and values, mapping them to the destination's custom field schema. Field types (text, number, date, dropdown) are translated where possible.
Files and Proofing Markup
Mapping requiredFiles are stored in ProofHub with version history and proofing annotations. We migrate file metadata and the latest version. Proofing markup (comments, approval decisions, annotated coordinates) is migrated as separate annotation records if the destination supports them, otherwise converted to flat comment threads.
Workflows
Mapping requiredCustom workflows are available on both plans. We map workflow stage names and rules to the destination's workflow schema where supported. Complex branching rules may require manual reconfiguration in the destination.
Users and Roles
Mapping requiredUsers are migrated with name, email, and role. Custom role permissions may not map directly to the destination's role model. We flag role mismatches for manual review before the final import.
| Object | Support | Notes |
|---|---|---|
| Projects | Fully supported | Projects are the top-level container in ProofHub. They hold Tasklists, Discussions, Files, and time entries. We migrate Projects with their metadata (name, description, start/end dates) 1:1. Sub-projects are supported as nested Project records. |
| Tasklists | Fully supported | Tasklists are groupings of Tasks within a Project. We preserve the tasklist structure and ordering. Tasklists also drive Kanban board columns when the project uses Board view. |
| Tasks | Fully supported | Tasks are the primary work unit. We migrate title, description, start date, due date, assignees, priority, status, and labels. Recurring task rules are preserved as custom fields in the destination. |
| Subtasks | Fully supported | Subtasks are nested under parent Tasks with their own title, assignees, and due dates. We preserve the parent-child hierarchy and maintain the relationship in the destination object model. |
| Milestones | Fully supported | Milestones are standalone date markers that can be linked to multiple Tasks. We migrate milestone name, due date, and associated task links. Destination platforms may require milestone recreation as date fields or dedicated milestone objects. |
| Gantt View | Mapping required | Gantt is a display/view layer generated from task start dates, due dates, and dependencies. We extract the dependency graph from task relationships and reconstruct a Gantt structure in the destination. Custom Gantt formatting (colors, swimlanes) does not transfer. |
| Kanban Boards | Mapping required | Kanban columns in ProofHub map to Tasklists and task stage values. We preserve the board layout by mapping columns to the destination's board column schema. Stage names may require manual mapping if the destination uses different terminology. |
| Discussions | Fully supported | Discussions are threaded topic-based conversations attached to Projects or specific Tasks. We migrate discussion threads with author, timestamp, and body content. Nested replies are preserved as sub-threads. |
| Notes | Fully supported | Notes are standalone text blocks attached to Projects. We migrate note content, author, and creation date. Notes with formatting are converted to plain text or the destination's equivalent rich-text format. |
| Time Entries | Fully supported | Time tracking entries include logged hours, date, user, and associated task or project. We migrate time entry data including billable/non-billable flags where exposed in the export. Approval status is not preserved and requires re-approval in the destination. |
| Custom Fields | Mapping required | Custom fields can be created in ProofHub for Tasks and Projects. We migrate custom field names and values, mapping them to the destination's custom field schema. Field types (text, number, date, dropdown) are translated where possible. |
| Files and Proofing Markup | Mapping required | Files are stored in ProofHub with version history and proofing annotations. We migrate file metadata and the latest version. Proofing markup (comments, approval decisions, annotated coordinates) is migrated as separate annotation records if the destination supports them, otherwise converted to flat comment threads. |
| Workflows | Mapping required | Custom workflows are available on both plans. We map workflow stage names and rules to the destination's workflow schema where supported. Complex branching rules may require manual reconfiguration in the destination. |
| Users and Roles | Mapping required | Users are migrated with name, email, and role. Custom role permissions may not map directly to the destination's role model. We flag role mismatches for manual review before the final import. |
Gotchas
What to watch for in ProofHub migrations
Issues we've hit on past ProofHub migrations, tagged by severity. FlitStack AI handles every one — surfacing them up front because buyer engineering teams want to know.
Essential plan project count cap is not obvious in onboarding
API access requires Ultimate Control plan upgrade
File version history and proofing annotations do not export cleanly
Task dependencies export as plain-linked records without lag or lead times
| Severity | Issue |
|---|---|
| High | Essential plan project count cap is not obvious in onboarding |
| Medium | API access requires Ultimate Control plan upgrade |
| Medium | File version history and proofing annotations do not export cleanly |
| Low | Task dependencies export as plain-linked records without lag or lead times |
Leaving ProofHub?
Where ProofHub customers move next
5 destinations ProofHub can migrate to.
How a ProofHub migration works
Four steps, ProofHub-specific
Connect
API key (Ultimate Control plan only) into ProofHub. Scopes limited to read-only on the data we move.
Map
We translate ProofHub-specific structures (custom fields, objects, value lists) to the destination's model.
Sample
Test with a 50–200 record subset to validate ProofHub quirks before production.
Migrate
Full migration with ProofHub rate-limit handling. Rollback available throughout.
FAQ
ProofHub migration FAQ
Answers to the questions buyers ask most during ProofHub migration scoping. Not seeing yours? Book a call.
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